How to Record a meeting in Microsoft Teams

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In the future, it is possible for Team meetings or phone calls to be recorded for future viewing for the purpose of future reference. By keeping a record of all audio, video, and screen sharing activity in your organization, and being able to share it securely across your organization, you will be able to keep track of all audio, video, and screen sharing sessions that take place.

Once a set amount of time has expired, a recording will expire and it will be automatically deleted after a set amount of time has passed. If you would like to change the expiration date of any given recording, you will need to contact your admin, but the time it is available will be set by your admin. For more information about managing the expiration of a meeting recording, you can refer to the article “Managing the expiration of a meeting recording”.

Important: 

• Efforts have been made by Microsoft to remove the ability to save Team meetings to Microsoft Stream as of August 2021. Now that the recording locations have been implemented, all recordings will be stored on OneDrive and SharePoint as well.
• Stream is still being used by some organizations and the following information should be noted:

• After the recording is processed, it will take some time for the file you have recorded to be saved to Microsoft Stream so that it can be played once you have completed the recording, once it has been completed and it has been processed.
• As soon as the recording is available, Microsoft Stream sends an email to the person who started the recording to notify them that the recording is available. Those who are in a meeting room can also see the meeting chat within the meeting channel conversation, or they can see it within the meeting room channel chat when in a meeting room.
• A company administrator may have set up a policy with the intention of keeping you from capturing to Microsoft Stream in your organization. If this policy exists, you will need to accept it in order to record to Microsoft Stream.

Start recording

In addition to recording a meeting, as soon as you start recording, you should also turn on live transcriptions (if your IT admin has allowed this feature).

1. The meeting can be started or joined at any time.
2. In the meeting controls, go to the More actions tab and select the option to start recording the meeting.

As soon as the recording and transcription of the meeting has started, everyone in the meeting will be informed.

Stop recording

1. By going to the meeting controls and selecting the More actions option, you can find the meeting controls for that meeting.
2. You can choose from the following options:

• • Stop recording: Stops the live transcription and recording of the recording.
  • Stop transcription: A live transcription will be stopped and only the transcription will be stopped. There will be a recording going on until you click Stop recording at the end of the recording.

Find recordings

Depending on the type of meeting, there are different places where recordings can be accessed.

• The recording will be processed and saved to SharePoint if it was from a channel meeting, and if it was from another type of meeting, it will be saved to OneDrive if it was from another type of meeting.
• If you are in a channel, you will have the ability to view the recording as it appears in the channel discussion in the meeting chat (if you are in a channel).

Who can start or stop a recording?

Regardless of whether the meeting organizer is present or not, anyone meeting the following criteria has the right to start or stop a recording.

• Is currently running one of the following licenses: Office 365 Enterprise E1, E3, E5, F3, A1, A3, A5, M365 Business, Business Premium, or Business Essentials.
• An IT administrator has enabled recording on the device.
• Does not belong to another organization or is a guest.

Notes: 

• It is possible for the recording to continue even after someone who started it has left the room.
• In order to prevent the recording from continuing after the meeting has ended, the recording stops automatically. In the event that someone forgets to leave within those four hours and does not leave within that timeframe, then the recording will automatically end after four hours.
• As a matter of policy, any meetings that are recorded by a participant, regardless of whether that participant is from an organization other than the one in which the meeting is held, will be recorded according to that participant’s own policy.

Manage the expiration of a meeting recording

The admin panel can be configured in such a way that you can schedule a recording to expire before (or after) the date on which it was originally recorded. A variety of settings can be chosen within the admin panel to accomplish this. The message indicating that your recording will expire when it pops up into the conversation after the meeting ends will be shown if the recording has an expiration date.

The expiration date can be viewed or changed by opening the details pane.

If you are interested in finding out how to get there, there are a few different options:

To open the recording in your browser, you will need to click on the recording. Once you have opened the page in the browser, go to the upper right corner of the screen, select the button entitled details pane, and then click it to open the details pane.

In your OneDrive or SharePoint site, you can view your files as a list by going to My files, then viewing as a list. Using your mouse, you can watch the recording by hovering it over the recording in question, selecting Show actions (the three vertical dots on the right of the file name), and then choosing Details from the list of options available.

Look for the Expiration date when you open the details pane. The date that’s currently set appears here, so you’ll be able to see it here.

In order to change the date, you need to open the drop-down menu. You can extend the recordings’ availability for a certain amount of days by selecting a specific day on the calendar, or select a specific day of the week if you wish. If you do not want your document to be deleted as soon as it expires, you can also choose No expiration.

Notes: 

• The message indicating that your recording will expire will persist on the recording in the chat even if you remove the expiration date. But don’t worry—if you’ve selected No expiration, it won’t expire.
• The owner of the recording will get an email when it expires. At that point, they’ll have up to 90 days to recover it from the recycle bin. Once recovered, the recording will no longer expire automatically.
• Watching the recording won’t affect the expiration date.
• More info for admins can be found here.

Privacy

When a meeting recording starts, Teams shows a notification to all participants on the Teams desktop, web, and mobile apps, as well as to people who joined via phone.

In some places, you legally need to get everyone’s permission before you can record them. Make sure you know the rules before you start.

For more information, see the Microsoft Privacy Statement.

Troubleshoot recordings

If you’re having problems recording a meeting, you’ll probably need the help of an IT admin to work through them. Keep these things in mind as you move forward:

• Both the meeting organizer and recorder must have one of the following licenses: Office 365 Enterprise E1, E3, E5, F3, A1, A3, A5, M365 Business, Business Premium, or Business Essentials.
• An IT admin must provide a recording license to both the meeting organizer and the recorder.
• Guests or federated users can’t record meetings or calls.

Mobile

Important: 

• Microsoft Stream will no longer be able to save Team meeting recordings as of August 2021. To take a step forward, we are going to save all meeting recordings in OneDrive and SharePoint for easy access going forward. There is a possibility that this change has already been made by your organization.
• Please note the following if you still use Stream in your organization:

• At the end of a recording, the recording is processed (this may take some time) and saved to Microsoft Stream, so that it can be played after the recording is finished. This can be viewed via Microsoft Stream when the recording is complete.
• As soon as the recording is available, Microsoft Stream sends an email to the person who started it letting them know that it has been recorded. If you’re meeting in a channel, it’s also visible in the channel conversation, and in the meeting chat if you’re in a meeting chat.
• Before you can start the recording, you need to accept any company policy that has been set by an admin for saving to Microsoft Stream.

Using the Teams mobile app, you can start and stop recording sessions, view them, and download them.

During the meeting, you can choose More options Start recording from the meeting controls to start recording the meeting.

A notification will be sent out to all members of the meeting to inform them that the recording has begun.

In order to stop recording, you need to select the More options Stop recording option under the meeting controls.

Upon completion of the recording (which might take some time) and saving the recording to Microsoft Stream, the recording will then be ready for playback.

In the event that the recording is available, Microsoft Stream will send an email to the person who started the recording as soon as it becomes available. If you are meeting in a channel, you can also view a recorded version of your session when you log into the meeting chat – or in the channel, if you are in a channel – on the first page of your meeting chat.

Frequently Asked Questions

How do you record a meeting on Teams?

1. The meeting can be started or joined at any time.
2. Click on the More actions button on the meeting control panel. The recording will begin once you click on the start button. A recording and transcription of the meeting will be announced to everyone in the room at the beginning of the meeting. There is a limitation to the number of recordings that can be made during the same meeting.